Creating a waiver doesn’t have to be intimidating. For most nonprofits, a simple volunteer waiver is enough to cover the basics: protecting your organization while making sure volunteers understand the risks of their activities. Below, you’ll find volunteer waivers examples, including what makes a waiver “simple,” when to use one, and what to include.
How do you write a simple waiver?
Start by identifying the purpose of your waiver. In most cases, you’re ensuring volunteers acknowledge the risks of participating and agree not to hold your organization responsible if something goes wrong.
A simple waiver should include:
- Names of the parties: the volunteer and your organization
- Date of signing
- Description of activities the volunteer will perform
- Risks involved, stated in plain language
- Waiver and release statement that is easy to understand
- Signature line or clickwrap agreement button for the volunteer (and a guardian if the volunteer is a minor)
Keep the language clear and specific to the activities. Overly broad, legalistic text can confuse volunteers and weaken your document. For practical drafting guidance and a nonprofit-focused sample, see the Pro Bono Partnership of Atlanta’s “Do Volunteers Really Need to Sign a Waiver?” resource, which includes a sample volunteer waiver you can adapt. Pro Bono Partnership of Atlanta
What is a waiver letter template?
A waiver template is a simple starting point that helps you include the essentials without overcomplicating things. Use it to structure your document, then customize the activity description and risks so the waiver reflects what volunteers will actually do. Keep the template short and easy to read.
How do you write a good waiver letter?
A “good” waiver checks three boxes:
- Clarity: short sentences, plain words, readable formatting
- Specificity: name the activity and the realistic risks involved
- Transparency: explain what rights the volunteer is waiving
Nonprofits often ask if waivers cover everything. They don’t. Many jurisdictions won’t enforce waivers against gross negligence or intentional misconduct, and courts look closely at clarity and specificity. For a nonprofit-savvy legal overview, see Adler & Colvin’s Using Volunteers: Best Practices for Not-for-Profit Risk Management. Adler & Colvin
What is the bare minimum that should be included in a volunteer waiver?
If you’re pressed for time, include these essentials:
- The volunteer’s name and your organization’s name
- A clear description of the activity
- A straightforward statement acknowledging the risks
- A waiver and release statement
- A signature line (and guardian signature for minors)
Final thoughts
A simple waiver doesn’t need to be long. It needs to be clear, specific to the activity, and easy for volunteers to understand. Start with a concise template, tailor it to your program, and review it against your state’s laws when possible. With that in place, you can welcome volunteers into your mission with confidence and care.
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If you’re looking for ways to improve your organization’s volunteer program, be sure to check out Civic Champs. Our powerful platform is designed to make volunteer management a breeze so you and your supporters can stay focused on the mission. Click here to schedule a demo today.
As CEO of Civic Champs, I lead our team of passionate change leaders to create technology solutions to create a seamless and rewarding volunteering experience for both volunteers and service organizations.
